Common use of Records Management Clause in Contracts

Records Management. a) The Agency shall safely store and retain all records including, but not limited to, Consumer’s records, medical records, files, reports, prescriptions, plans, bills, invoices, or other Consumer’s records of any type created by the Agency, its employees, or contractors pertaining to this Contract and the associated Consumers according to HIPAA requirements; the requirements set forth in the Federal Code 45 CFR §75.365 (“Restriction on Public Access to Records”)(Attachment “B”); other applicable federal and State laws; and HRSA and Public Health Standard (hereinafter “PHS”) requirements. Records shall be complete and accurate for each Consumer receiving Services under this Contract as required by HIPAA regulations, federal and State law, regulations, and/or the prevailing standards of medical care including the applicable Medicaid and Medicare Provider Manuals. Additionally, records shall not be destroyed without providing prior written notification to the Recipient or its designee. b) All records maintained by the Agency including, but not limited to, Consumer records, Agency account records, financial records, program records, and other such records associated with its operations, shall be kept in an organized and orderly manner and in a format acceptable to the Recipient. c) The Agency shall make all such records available to the Recipient for inspection during normal working hours for a period of up to five (5) years after the termination of this Contract. In the event of litigation, claim, or audit prior to the end of the five (5) year period, records shall be maintained by the Agency until such time as the litigation, claims, or audit findings involving such records has been resolved. The federal awarding agency, Inspectors General, the Comptroller General of the United States, the Recipient, or its duly authorized agents, shall have full access and the right to examine any such records including, but not limited to, any documents, papers, or other records pertinent to the federal award during that time period in order to make audits, examinations, excerpts, and transcripts. Access to Agency records, as described in this Article and otherwise required in this Contract, shall be in accordance with the requirements set forth in the Federal Code 45 CFR §75.361 (“Retention Requirements for Records”) and any other applicable sections set forth in 45 CFR §75 (hereinafter collectively referred to as the “Uniform Administrative Requirements, Cost Principles and Audit Requirements for HHS Awards”), a copy of which is attached hereto and incorporated by this reference as Attachment “B”. d) Original or certified copies of records shall be provided to the Recipient upon its request. Failure to comply with such request on a timely basis shall constitute a breach of this Contract which may result in termination. e) Requests for copies of records from a Consumer (or their legal representative) shall be handled in accordance with applicable HIPAA regulations, federal and State laws and shall be in writing, including the signature of the requesting party, and shall be released within ten (10) business days from the receipt of such Consumer’s request by the Agency. f) The Agency shall comply with HIPAA and Florida’s “Public Records Law” as set forth in the Florida Statutes and as more specifically set forth in this Article. g) In the event of any conflict between the provisions of this Article and the Federal Xxxx 00 XXX §00 Uniform Administrative Requirements (Attachment “B”), the Federal Code shall take precedence. All records relating to this Contract shall be retained in accordance with the requirements set forth in the Florida State record retention schedule.

Records Management. a) The Agency shall safely store and retain all records including, but not limited to, Consumer’s records, medical records, files, reports, prescriptions, plans, bills, invoices, or other Consumer’s records of any type created by the Agency, its employees, or contractors pertaining to this Contract and the associated Consumers according to HIPAA requirements; the requirements set forth in the Federal Code 45 CFR §75.365 (“Restriction on Public Access to Records”)(Attachment “B”); other applicable federal and State laws; and HRSA and Public Health Standard (hereinafter “PHS”) requirements. Records shall be complete and accurate for each Consumer receiving Services under this Contract as required by HIPAA regulations, federal and State law, regulations, and/or the prevailing standards of medical care including the applicable Medicaid and Medicare Provider Manuals. Additionally, records shall not be destroyed without providing prior written notification to the Recipient or its designee. b) All records maintained by the Agency including, but not limited to, Consumer records, Agency account records, financial records, program records, and other such records associated with its operations, shall be kept in an organized and orderly manner and in a format acceptable to the Recipient. c) The Agency shall make all such records available to the Recipient for inspection during normal working hours for a period of up to five (5) years after the termination of this Contract. In the event of litigation, claim, or audit prior to the end of the five (5) year period, records shall be maintained by the Agency until such time as the litigation, claims, or audit findings involving such records has been resolved. The federal awarding agency, Inspectors General, the Comptroller General of the United States, the Recipient, or its duly authorized agents, shall have full access and the right to examine any such records including, but not limited to, any documents, papers, or other records pertinent to the federal award during that time period in order to make audits, examinations, excerpts, and transcripts. Access to Agency records, as described in this Article and otherwise required in this Contract, shall be in accordance with the requirements set forth in the Federal Code 45 CFR §75.361 (“Retention Requirements for Records”) and any other applicable sections set forth in 45 CFR §75 (hereinafter collectively referred to as the “Uniform Administrative Requirements, Cost Principles and Audit Requirements for HHS Awards”), a copy of which is attached hereto and incorporated by this reference as Attachment “B”. d) Original or certified copies of records shall be provided to the Recipient upon its request. Failure to comply with such request on a timely basis shall constitute a breach of this Contract which may result in termination. e) Requests for copies of records from a Consumer (or their legal representative) shall be handled in accordance with applicable HIPAA regulations, federal and State laws and shall be in writing, including the signature of the requesting party, and shall be released within ten (10) business days from the receipt of such Consumer’s request by the Agency. f) The Agency shall comply with HIPAA and Florida’s “Public Records Law” as set forth in the Florida Statutes and as more specifically set forth in this Article. g) In the event of any conflict between the provisions of this Article and the Federal Xxxx 00 XXX Code 45 CFR §00 75 Uniform Administrative Requirements (Attachment “B”), the Federal Code shall take precedence. All records relating to this Contract shall be retained in accordance with the requirements set forth in the Florida State record retention schedule.

Records Management. a) The Agency shall safely store and retain all records including, but not limited to, ConsumerClient’s records, medical records, files, reports, prescriptions, plans, bills, invoices, or other ConsumerClient’s records of any type created by the Agency, its employees, or contractors pertaining to this Contract and the associated Consumers Clients according to HIPAA requirements; the requirements set forth in the Federal Code 45 CFR §75.365 (“Restriction on Public Access to Records”)(Attachment “B”1); other applicable federal and State laws; and HRSA and Public Health Standard (hereinafter “PHS”) requirements. Records shall be complete and accurate for each Consumer Client receiving Services under this Contract as required by HIPAA regulations, federal and State law, regulations, and/or the prevailing standards of medical care including the applicable Medicaid and Medicare Provider Manuals. Additionally, records shall not be destroyed without providing prior written notification to the Recipient or its designee. b) All records maintained by the Agency including, but not limited to, Consumer Client records, Agency account Agencyaccount records, financial records, program records, and other such records associated with its operations, shall be kept in an organized and orderly manner and in a format acceptable to the Recipient. c) The Agency shall make all such records available to the Recipient for inspection during normal working hours for a period of up to five (5) years after the termination of this Contract. In the event of litigation, claim, or audit prior to the end of the five (5) year period, records shall be maintained by the Agency until such time as the litigation, claims, or audit findings involving such records has been resolved. The federal awarding agency, Inspectors General, the Comptroller General of the United States, the Recipient, or its duly authorized agents, shall have full access and the right to examine any such records including, but not limited to, any documents, papers, or other records pertinent to the federal award during that time period in order to make audits, examinations, excerpts, and transcripts. Access to Agency records, as described in this Article and otherwise required in this Contract, shall be in accordance with the requirements set forth in the Federal Code 45 CFR §75.361 (“Retention Requirements for Records”) and any other applicable sections set forth in 45 CFR §75 (hereinafter collectively referred to as the “Uniform Administrative Requirements, Cost Principles and Audit Requirements for HHS Awards”), a copy of which is attached hereto and incorporated by this reference as Attachment “B”1. d) Original or certified copies of records shall be provided to the Recipient upon its request. Failure to comply with such request on a timely basis shall constitute a breach of this Contract which may result in termination. e) Requests for copies of records from a Consumer Client (or their legal representative) shall be handled in accordance with applicable HIPAA regulations, federal and State laws and shall be in writing, including the signature of the requesting party, and shall be released within ten (10) business days from the receipt of such ConsumerClient’s request by the Agency. f) The Agency shall comply with HIPAA and Florida’s “Public Records Law” as set forth in the Florida Statutes and as more specifically set forth in this Article. g) In the event of any conflict between the provisions of this Article and the Federal Xxxx 00 XXX §00 Uniform Administrative Requirements (Attachment “B”1), the Federal Code shall take precedence. All records relating to this Contract shall be retained in accordance with the requirements set forth in the Florida State record retention schedule.

Records Management. a) The Agency shall safely store and retain all records including, but not limited to, Consumer’s records, medical records, files, reports, prescriptions, plans, bills, invoices, or other Consumer’s records of any type created by the Agency, its employees, or contractors pertaining to this Contract and the associated Consumers according to HIPAA requirements; the requirements set forth in the Federal Code 45 CFR §75.365 (“Restriction on Public Access to Records”)(Attachment “B”); other applicable federal and State laws; and HRSA and Public Health Standard (hereinafter “PHS”) requirements. Records shall be complete and accurate for each Consumer receiving Services under this Contract as required by HIPAA regulations, federal and State law, regulations, and/or the prevailing standards of medical care including the applicable Medicaid and Medicare Provider Manuals. Additionally, records shall not be destroyed without providing prior written notification to the Recipient or its designee. b) All records maintained by the Agency including, but not limited to, Consumer records, Agency account records, financial records, program records, and other such records associated with its operations, shall be kept in an organized and orderly manner and in a format acceptable to the Recipient. c) The Agency shall make all such records available to the Recipient for inspection during normal working hours for a period of up to five (5) years after the termination of this Contract. In the event of litigation, claim, or audit prior to the end of the five (5) year period, records shall be maintained by the Agency until such time as the litigation, claims, or audit findings involving such records has been resolved. The federal awarding agency, Inspectors General, the Comptroller General of the United States, the Recipient, or its duly authorized agents, shall have full access and the right to examine any such records including, but not limited to, any documents, papers, or other records pertinent to the federal award during that time period in order to make audits, examinations, excerpts, and transcripts. Access to Agency records, as RFP #Y17-1018-DG Addendum No. 1 Page 11 of 58 described in this Article and otherwise required in this Contract, shall be in accordance with the requirements set forth in the Federal Code 45 CFR §75.361 (“Retention Requirements for Records”) and any other applicable sections set forth in 45 CFR §75 (hereinafter collectively referred to as the “Uniform Administrative Requirements, Cost Principles and Audit Requirements for HHS Awards”), a copy of which is attached hereto and incorporated by this reference as Attachment “BB.”. d) Original or certified copies of records shall be provided to the Recipient upon its request. Failure to comply with such request on a timely basis shall constitute a breach of this Contract which may result in termination. e) Requests for copies of records from a Consumer (or their legal representative) shall be handled in accordance with applicable HIPAA regulations, federal and State laws and shall be in writing, including the signature of the requesting party, and shall be released within ten (10) business days from the receipt of such Consumer’s request by the Agency. f) The Agency shall comply with HIPAA and Florida’s “Public Records Law” as set forth in the Florida Statutes and as more specifically set forth in this Article. g) In the event of any conflict between the provisions of this Article and the Federal Xxxx 00 XXX Code 45 CFR §00 75 Uniform Administrative Requirements (Attachment “B”), the Federal Code shall take precedence. All records relating to this Contract shall be retained in accordance with the requirements set forth in the Florida State record retention schedule.